MAC-PAC Homecontact ussupport login 
Documentation > MAC-PAC Reference Library > Financials > Accounts Payable > Screens > Invoice Debit/Credit Menu Entry > AP100S03 - Detail

AP100S03 - Detail

 

 

WILLIAMS                       ACCOUNTS PAYABLE                USD     2/07/96

 DSP01                      INVOICE DR/CR MEMO ENTRY                     DETAIL

                                                                               

 Vendor         USAVEND                          Header               Detail   

 USA MANUFACTURING              Gross            4,500.00                  .00 

 Paying Co/Loc  001 BRU         Disc                  .00                  .00 

 Orig Co/Loc    001 BRU         Lines                 1                    0   

 Document       IN INV000010000 Qty                300.000                 .000

 Date           02 27 93        VAT Amt               .00                  .00 

                                                                               

 Account    Center     Dist Debit Amt     Quantity      Item Number     UM D M 

  Account Desc         PO Num  Co/Loc      VT Ref1  Ref2   Desc                

 1110                           4,500.00       300.000                     N Y 

                       PO00500 001 BRU                                         

                                                                           N   

                               001 BRU     R1                                  

                                                                           N   

                               001 BRU     R1                                  

                                                                           N   

                               001 BRU     R1                                 +

                                                                               

 F7=Header           F11=Recap           F13=Cancel Trans    F14=BOL Selection 

 F16=BOL List        F20=Match Line Item F22=End Tran        F24=More Keys    

                                         

 

This screen allows you to enter detail lines for the open item document defined on the select and header screens.  Note that this screen initially displays single line entries.

CURRENCY

Display only.  The currency used to enter the amounts.  It was specified on the header screen.

VENDOR

Display only.  The vendor associated with this invoice debit/credit memo.

VENDOR NAME

Display only.  The vendor associated with this open item.

GROSS

Display only.  The total gross amount of this open item.  The header total is the total entered on the header screen.  The detail total is the accumulated total from distribution lines as they are entered on this screen.

PAYING CO/LOC

Display only.  The company/location responsible for paying the vendor for this liability.

DISC

Display only.  The total discount amount available for this open item.  The header total is the amount entered on the header screen.  The detail total is the sum of discounts calculated for distribution lines as they are entered on this screen.

ORIG CO/LOC

Display only.  The company/location originating the transaction.

LINES

Display only.  The number of distribution lines for this open item.  The header total is the amount entered on the header screen.  The detail total is the accumulated total of distribution lines as they are entered on this screen.

DOCUMENT

Display only.  This field displays the external document number entered on the Function Select screen.

QUANTITY

Display only.  This data entry control total indicates the quantity associated with this open item.  The header total is the quantity entered on the header screen.  The detail total is the accumulated quantity figures from distribution lines.  As the distribution lines are entered, the system updates the detail total.

DATE

Display only.  The date appearing on the vendor's invoice, debit memo, or credit memo.

TAX AMT/VAT AMT

Display only.  (Depends whether the environment is TAX, VAT, or GST.  If the environment is GST, the field literal is Tax Amt.) The total tax associated with this open item.  The header total is the tax entered on the header screen.  The detail total is the accumulated tax calculated for distribution lines as they are entered on this screen.

ACCOUNT

Required.  The account number to be charged for this line.  If you entered a standard distribution code on the header screen, the corresponding account and center numbers are displayed in these fields.  The account must be defined on the Account Master File.

If line is to be matched, account number will default to the P.O. accrual account number when left blank.

CENTER

Optional.  The center to be charged for this line.  If you entered a standard distribution code on the header screen, the corresponding center numbers are displayed in these fields.  The center must be defined on the Account Master File.

If line is to be matched, center number will default to P.O. accrual center when left blank.

DIST DEBIT/CREDIT AMOUNT

Required.  Enter the amount to be charged/credited to this account/center.  The heading reads Dist Debit when an invoice or credit memo is entered, and Dist Credit when a debit memo is entered.  A negative sign should be used for a line item with a value opposite that of the document (for a credit line on an invoice).  The credit terms for debit memos default automatically to 99, for which there is no discounts.

If a purchase order was entered on the Function Select and if there were any receipts against that PO that were available for matching, the amount will be loaded into this field.

QUANTITY

Optional.  This field may be entered only if the account/center for this detail line is defined as both a financial and statistical account.  Together with the Item Number and UM fields, it determines what statistical information will be passed to the general ledger for this line.

o  For matched lines, this field is display only.

o  If the line will be matched, this field is required.  If a purchase order was entered on the Function Select and if there were any receipts against that PO that were available for matching, the quantity will be loaded into this field.

o  If you enter a quantity and do not perform a match, the Item Number and UM fields are also required.

ITEM NUMBER

Optional.  This field may be entered only if the account/center for this detail line is defined as both a financial and statistical account.  Together with the Quantity and UM fields, it determines what statistical information will be passed to the general ledger for the line.  The part number entered may relate to an item on the Part Master File, but no validation is performed.

o  For a matched line, the field is display only.

o  If the line is to be matched, you may leave the field blank; it will be defaulted from the purchase order line selected in the match.  If a purchase order was entered on the Function Select and if there were any receipts against that PO that were available for matching, the part number will be loaded into this field.

o  If you enter a part number and perform a match, only purchase orders for the entered part will be displayed on the purchase order select screen.

o  If you enter this field and do not perform a match, the Quantity and UM fields are also required.

UM

Optional.  These fields may be entered only if the account/center for this detail line is defined as both a financial and statistical account.  Together with the Quantity and Item Number fields, it determines what statistical information will be passed to the general ledger for this line.

o  For a matched line, the field is display only.

o  If the line will be matched, leave the field blank.  It will be defaulted from the purchase order line selected during the match.  If a purchase order was entered on the Function Select and if there were any receipts against that PO that were available for matching, the unit of measure will be loaded into this field.

o  If you enter a unit of measure and do not perform a match, the Item Number and Quantity fields are also required.

The unit of measure must be defined on Reference File category 005.  It must also be the same as that defined for the statistical account, or the appropriate conversion must be defined on Reference File category 006.

DISCOUNT

Required.  Discount flag.  If an amount is entered on the header screen, this field defaults to Y, otherwise it defaults to N. In both cases this value may be overridden.

Y - Include this line amount in the discount calculation for this open item.

N - Do not include this line.

INVOICE MATCH FLAG (M)

Optional.  Displayed only in an environment where Purchasing is installed (Reference File category 012) and manual matching is used (Reference File category D39).

Invoice match flag.  If the distribution line is matched, an asterisk (*) will appear in this field.  If the line is unmatched, the field will be blank.  The user may enter one of the following values:

X - Select this line for matching.  Only one line may be selected.  Press F14 to display the BOL Selection screen.  Press F16 to display the BOL List screen.  Press F20 to process match.  Valid only if line is not presently matched.  For automatic matching, an X will automatically be defaulted into this field.

R - Reset prior match.  Valid only if line is presently matched.  Reset will occur when the ENTER key is pressed.

If any lines were preloaded on this screen during manual matching, then this field will contain an X for the preloaded lines.

After the invoice is matched during automatic matching, this field is displayed to allow a reset.

ACCOUNT DESCRIPTION

Display only.  This user-specified account description appears on the folded screen after the account number has been validated against the General Ledger Account Master File.

PURCHASE ORDER NUMBER

Optional (in manual match environment).  Required (in automatic match environment if a match is attempted).  Used to specify which purchase order should be matched with this entry.  Note that the user can also match the entry to a purchase order by typing an 'X' in the M field and pressing F20.  Pressing F20 displays a list of all purchase orders available for matching.  If the user already knows what the purchase order number is, he/she can enter it directly in the PO Num field, rather than selecting it from a list.  If a purchase order was entered on the Function Select, the purchase order will be loaded into this field.

CO/LOC

Required.  The company/location originating this transaction.  If you entered Y in the Line Default field on the header screen, this field defaults to the originating company/location.  When an invoice will be paid from a central paying location, but the expense distribution belongs to the company/location that originated the purchase order, the system will automatically generate intercompany payable and receivable accounting transactions corresponding to the invoice entry to ensure a balanced transaction for each location's books.

For a matched line, the company and location fields are display only.

1099

Optional.  This field is displayed only if selected as an option on Reference File category 132.  Enter a code to indicate the 1099 tax classification for this detail line.  These codes are defined on Reference File category 231.  The field defaults to the code specified for this vendor on the Vendor Master File.

TAX/VAT/GST

Optional.  (Literal depends whether the environment is TAX, VAT or GST.) Enter the code to indicate the tax percentage applied to the line item and enter the General Ledger account that the tax amount is booked to.  The tax code must be a valid tax code on Reference File category 230.  The field defaults to the value specified for this vendor on the Vendor Master File.

The combination of the VAT/GST code and the account number must be valid on Reference File category 113 in order to tie together GL accounts and VAT/GST codes.

REF1

Optional.  Enter any reference information about this detail line.  This information is passed to the General Ledger module for reporting based on project accounting.

REF2

Optional.  Enter any reference information about this detail line.  This information is passed to the General Ledger module for reporting based on project accounting.

DESCRIPTION

Required.  Text used to describe the detail line.  No validation is performed.

RC

Optional.  For debit/credit memo documents, the reason code defaults to the code entered on the header screen.  You may override this code with any other reason code defined on the Reference File (category 215).

COMMAND KEYS

Enter - Process one or more detail lines; update totals.

F4    - Display a list of values for the field where the cursor is positioned.  If you select one of the items from the list, it will be returned to the application screen.

F7    - Display the header screen.

F11   - Display the recap screen.

F12   - Enter the Open Item Comments Maintenance Program.

F13   - Cancel this transaction and display the Function Select screen.

F14   - Display the Bill of Lading Selection Function Select screen.

F16   - Display the Bill of Lading List screen.

F20   - Enter the Invoice/Receipt Match Program for the selected detail line.  If you are matching a customs invoice, this key will display the Customs Vendor Invoice Select screen.

F22   - Post the transaction and return to the Function Select screen.

F23   - Display the Installment detail screen to maintain the installments generated for this document.

F24   - Display additional command keys that are valid for the current screen.